#outlook shortcuts: replying to messages

Quick and easy shortcut for you today. Regardless of whether you have an email open or if it’s just highlighted within your Inbox or email folder, you can press:

Ctrl+R to “Reply” to the sender, Ctrl+Shift+R to “Reply to All” or Ctrl+F to “Forward” the email.

pragmaticcomputingtips outlookshortcuts reply forward

WordPerfect Auto Numbering Made Even Easier!

Let’s break this up into three parts, shall we?

1. How to use a custom outline/auto paragraph numbering macro I may have written for you.
2. Tips for working with the WordPerfect auto numbering/outline feature.
3. Issues with using auto numbering when allowing MS Word users to edit your document.
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Part 1: Using Pragmatic Macros

To format any document with a custom auto numbering style using a WordPerfect macro written by me:

1. Place the cursor where you want the numbering to begin or at the top of the document. (I always put it at the top of the document so it’s easy to find later.)

2. Play the macro. Depending on your preferences, I’ve either given you a shortcut key (ALT+O) or placed a button on your toolbar which shows a I.A.1. descending top left to bottom right of the button. So either type your shortcut key or click your button. The screen will flash a few times and insert the first number at the location of the cursor. If you don’t need a number in that exact spot (like at the top of the doc), turn it off with “CTRL+H”

3. Once the macro has been played in a document and the document has been saved, the macro never needs to be run in that document again. (Unless you accidentally delete it – another reason I place it at the top of the document instead of placing it at the first numbered paragraph).
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Part 2: TIPS for Working with Auto Paragraph Numbering:

1. Toggle auto numbering on and off with the keystroke shortcut “CTRL+H”

2. To move forward one paragraph level, press “TAB” and to move back one paragraph level, press “SHIFT+TAB”

3. When inserting a new paragraph in a document containing auto numbering, place the cursor at the END of the PREVIOUS numbered paragraph and press ENTER. Use TAB or SHIFT+TAB to change the new paragraph to the desired level.

4. To insert a real TAB into a document when in auto paragraph mode, use “CTRL+TAB” instead of TAB.
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Part 3: Issues with MS Word

You may be better off using manual numbering when you know MS Word users will edit the document. A simple explanation: While auto paragraph numbering in WordPerfect is document specific (the numbering style is saved in the document), auto paragraph numbering in MS Word is desktop specific (the numbering style is saved in MS Word from desk to desk).

A not so simple (but still not too technical) explanation: Regardless of a whether a document was created/edited in MS Word or WordPerfect, auto numbering appears to the MS Word user in the preferred style saved in that particular installation of MS Word. In other words, it changes all by itself. In my experience, there are two situations when this doesn’t happen:

First, when only one person edits a document using MS Word, this isn’t a problem because the document adopts the single preferred style of that same person every time it’s edited.

Second, when MS Word custom templates and styles are created and used, this problem can be overcome, but many, many, many firms don’t use custom templates and/or styles. Even when templates are used, I’ve never seen a firm share their template with another firm. In addition, most people wouldn’t know how to attach a template even if it was given to them by another firm. So the changes continue.

Yet another reason to use WordPerfect for lengthy, complex documents.

Multi-Tasking with Alt+Tab

This little gem is another one of those keystroke combinations I use EVERY day!

If you currently click on open programs in your task bar to display them, “Alt+Tab” is a great keyboard shortcut for you!

“Alt+Tab” is the is the more common name for Windows “Task Switcher” which is used to switch (or toggle) between open programs without using the mouse. Here are two ways you can use “Alt+Tab” to help you when working with multiple programs:

1. Pressing and releasing the “Alt+Tab” keyboard combination will alternate between the two most recently used (and currently open) programs.

2. Pressing and holding the “Alt” key, while continuously (and slowly) tapping the “Tab” key will display a floating menu showing all open programs. The tasks are displayed showing the most recently used programs at the front of the list.

Each tap of the tab key will advance the selection to the next program in the menu. When the “Alt” and “Tab” keys are released, Windows will display the program selected at the time the keys were released.

A more advanced version of this functionality, named Windows Flip, is built into Windows Vista.

Show Desktop [Windows+D] and Minimize All [Windows+M]

Show Desktop [Windows+D] and Minimize All [Windows+M]

What do these handy little keystrokes do? Well, if you press either one of them right now, the window you are reading right now will be minimized and . . .

Did you minimize the screen and have to open this window again? Welcome Back!

Maybe you stayed with me all along, mumbling, “Windows+D? What’s that?”

Either way, I’m referring to the “Windows” key, usually located on the bottom left of your keyboard, between the “Ctrl” and “Alt” keys. It looks like a little flying window. It often appears on the bottom right of your keyboard as well.

[Windows+M] is “Minimize All” and it minimizes all the windows which support the “Minimize” command. You can minimize a window by:

1. Clicking the system menu of any software program (usually the program’s icon, to the left or above “File” in it’s menu) and selecting “Minimize.”

2. Click the “Minimize” button on the right side of a program’s title bar. (It looks like an underscore and is usually the third from the right. The X is the farthest to the right. Hover the mouse over the buttons and you may see a “tool tip” indicating what each one does.)

So, the [Windows+M] keyboard combination “Minimize All” is the same as going to each open window and clicking the Minimize button.

Note: If a window doesn’t have a Minimize button, then it is still displayed. Minimize All won’t minimize windows like dialog boxes, some Control Panel windows or an application which has an open dialog box.

However, “Show Desktop” manages to get a few more windows out of your way than “Minimize All.” Enter [Windows+D] when you want to minimize everything on screen, even Control Panel and Properties dialog boxes. This shortcut leaves nothing but the desktop showing.

There’s one more difference between the two shortcuts: Like the Show Desktop icon, [Windows+D] serves as a toggle. Press it once to minimize everything, then press it again to restore everything as it was.

Check them out! Press and hold the “Windows” key and tap the “D” key. (Don’t forget to tap it again to come back!)